Privacy Policy

Realsolid Media — Privacy Policy (Sept 3, 2025)

Introduction & scope
Realsolid Media is committed to protecting your privacy. This Policy explains how we collect, use, disclose and retain personal data when you use our services or visit our website. This policy reflects UK law: the UK GDPR and the Data Protection Act 2018. Note: recent legislation (Data (Use and Access) Act 2025) may affect some data sharing arrangements and ICO guidance is being updated — we will update this policy as required. (ICO, GOV.UK)

Data controller & contact
Controller: Realsolid Media.
Contact: [RealSolid Media Limited / 75 Tresham Street, Kettering. NN16 8RS / 15963744]
Email: info@realsolidmedia.net (or your preferred contact)
Data Protection Lead / DPO contact: [insert if you have one; otherwise repeat info@…].

What we collect
We may collect:
• Identity data (name, job title)
• Contact data (email, telephone, postal address)
• Payment and billing data (bank details, invoice history)
• Project data (briefs, scripts, footage, location info) — may include images or recordings of people (special category data only where applicable)
• Usage data (website analytics, cookies)
• Recruitment data (CVs, interview notes)
• Correspondence and communications.

How we collect data
• Directly from you (forms, email, calls)
• From third parties (e.g., referrers, agencies, public records)
• Automatically (website cookies and analytics).

Lawful bases for processing
We process personal data on the following lawful bases:
• Contract — to perform a contract with you (e.g., deliver video services).
• Consent — for marketing emails, non-essential cookies and certain processing where you have actively consented.
• Legitimate interests — for business administration, fraud prevention, security and direct marketing (where balanced against your rights).
• Legal obligation — to comply with legal obligations (eg. accounting records for HMRC). For special category data we will rely on explicit consent or specific legal bases where applicable. See ICO guidance for detail. (ICO)

Cookies & tracking
We use cookies and similar technologies. We will:
• Explain what cookies we use and why;
• Obtain consent for non-essential cookies; and
• Provide a way to manage cookie preferences.
(See ICO guidance on cookies and storage/access technologies.) (ICO)

How we use your data
To: provide services, communicate about projects, process payments, run our website, marketing (with consent), recruitment, compliance and fraud prevention.

Sharing & transfers
We may share personal data with: service providers, subcontractors, professional advisers, payment processors, and where required by law or court order. If we transfer data outside the UK, we will ensure adequate protections (e.g., adequacy decisions, standard contractual clauses) are in place. See ICO guidance on international transfers. (ICO)

Retention periods
We retain personal data only as long as necessary for the purposes listed and to meet legal, accounting and tax obligations. Typical retention examples (subject to review & your contract):
• Accounting & tax records: 6 years (HMRC requirements)
• Project files & final deliverables: retained for 2 years by default; extended or permanent storage available by agreement (or where contract requires).
• Marketing consent records: retained until consent withdrawn.
• Job applications: 6 months (unless you consent to longer).
ICO guidance recommends an appropriate retention schedule and regular review. (ICO)

Your rights
Under the UK GDPR you have the right to: access, rectification, erasure (right to be forgotten), restriction, object to processing, data portability, and to withdraw consent. You also have the right to complain to the Information Commissioner’s Office (ICO). See ICO guidance for more details. (ICO)

Security
We apply appropriate technical and organisational measures to protect personal data (encryption, access controls, secure storage). No internet transmission is 100% secure; we cannot guarantee absolute security but we take reasonable measures.

Marketing
We will only send marketing where you have consented or where we have a legitimate interest and you have not objected. You can opt out any time via unsubscribe links or by contacting info@realsolidmedia.net.

Policy changes
We may update this Policy. The version date at the top shows when it was last revised.